Notion vs Confluence: A Complete Comparison (2025)

Table of contents

• Difference between Notion and Confluence
• Quick Comparison: Notion vs Confluence
• Core differences of Notion and Confluence
• Content types and workflows
• AI and automation in practice
• Search that respects permissions
• Collaboration and review
• Compare Notion and Confluence for teams
• Product and engineering
• Design and research
• Marketing and GTM (briefs, calendars, assets)
• IT, security, and ops (policies, runbooks, audits)
• Notion compared to Confluence on governance and security
• Identity and access
• Audit, compliance, and data residency
• Version history and retention
• Pricing and total cost (TCO) with real scenarios
• Plan tiers and AI add ons overview
• Performance, scale, and mobile reality
• Large workspaces and big databases or pages
• Mobile parity and offline
• Pros and cons (balanced, buyer grade)
• Notion — strengths, trade offs, best fit
• Confluence — strengths, trade offs, best fit
• Which is better to use? Notion or Confluence?
• Why Notion with Super is better than Confluence
• Frequently asked questions
• What’s the key Difference between Notion and Confluence?
• Notion or Confluence for documentation and PRDs?
• Can I keep Jira but use Notion for docs or vice versa?
• How do AI features differ day to day in Notion vs Confluence?
• Is one cheaper for small teams in Confluence vs Notion?
• Which has the shorter learning curve in Notion and Confluence compared

Every team needs a single place where ideas turn into decisions. Notion feels like a flexible workspace you can shape; documents, tasks, and databases sit in one canvas you can organize your way. Confluence feels like a structured home for company knowledge; it favors clear page trees, review steps, and close ties to Jira for planning and delivery. Both aim to keep work visible and dependable. They simply take different routes to the same finish line.

Choosing well depends on how your team works today. If you want speed and custom building blocks, a database first model can turn notes into workflows quickly; if you want formal reviews and predictable hierarchy, page trees with draft and publish states will keep everyone aligned. Think about where people already live in tools, how tasks spring from documents, and who owns structure over time.

This guide puts Notion vs Confluence in plain language so you can choose with confidence. You will see Notion and Confluence compared side by side with practical takeaways.

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Difference between Notion and Confluence

The clearest way to see the difference between Notion and Confluence is to look at how your team turns notes into action. If your work shifts quickly and you like shaping your tools to fit the task, a flexible workspace will feel natural; if your work relies on clear hierarchy, page reviews, and a shared rulebook, a structured wiki will keep everyone aligned.

Who should choose Notion

1. You want flexibility that grows with the team; pages and databases live together so notes become tasks and dashboards without extra tools.
2. You prefer building blocks you can rearrange; databases, board views, timelines, and filters let you model real processes in minutes.
3. You want in-context AI that helps where you write and plan; summarize meetings, draft specs, and surface related work without leaving the page.
4. You aim to consolidate tools; docs, projects, and lightweight sites in one place reduce hopping between apps.
5. You value quick setup; small teams can start simple, then add structure as needs evolve.

Who should choose Confluence

1. You need a structured wiki with a page tree and clear ownership; that hierarchy helps large groups find the right document fast.
2. You rely on review workflows; draft and publish states, page history, and inline comments support careful editing.
3. You live in the Atlassian stack; Smart Links and tight Jira alignment keep specs and tickets connected.
4. You want Marketplace depth for specialized needs; templates and add-ons extend collaboration in predictable ways.
5. You have strict governance; granular permissions, audit trails, and enterprise controls matter to your process.

Quick Comparison: Notion vs Confluence

Core differences of Notion and Confluence

When people ask about Notion vs Confluence, they are usually feeling two different styles of work. One favors flexible building blocks that bend to the task; the other favors a clear tree of pages that everyone can follow.

Content types and workflows

Think about how an idea becomes a published spec, then becomes shipped work. In Notion you start with a page, add a database, then switch views as you move from notes to tasks to status reports. Tables, boards, timelines, and rollups sit in the same place as the narrative; you write once, then filter and present the same data to different people. Whiteboards and design embeds live beside the text; videos play inline; lightweight sites are a click away when you want to share with a wider audience.

Confluence takes a more structured path. You write in a page with a known place in a space; reviewers leave comments; you publish when it is ready. Whiteboards and video are first class content types; deeper tracking often pairs with Jira so a spec links to issues that carry the work forward. This feels steady and predictable; authors know where to put things and readers know where to find them.

AI and automation in practice

AI should meet you where you write. In Notion, the Agent and in page AI help inside the doc you are already editing; you can summarize a meeting, ask for a first draft, extract action items, then push those into a database without leaving the page. Search can surface related work you already have; small teams get real lift because the writing space, the tasks, and the summaries live together.

Confluence leans on Rovo for drafting, summaries, and agents that answer questions across tools. It shines when your knowledge lives across many Atlassian apps; you can ask for context, get a short briefing, then step into the right page or issue. Meeting notes and recap summaries help large groups catch up; reviewers can skim, comment, and hand off next steps with less back and forth.

Search that respects permissions

Search should feel instant and permission aware. People only see what they are allowed to see. Notion lets you search across pages and databases in one place. Results respect page and database permissions. You can jump straight to the exact block. Property filters and simple queries help you narrow by status or owner. Linked pages and mentions surface related work without leaving the canvas.

Confluence focuses on precise discovery when content is spread across spaces. You can scope by space, label, author, or attachment. Operators help you shape a query that finds the right paragraph quickly. Results stay permission aware so private work remains private.

Collaboration and review

Good collaboration turns draft into decision with less back and forth. Notion supports inline comments on any block. You can turn a comment into a task and track approvals with simple status properties in a database. Page history makes it easy to restore a version. Mentions bring the right people into the conversation at the right moment.

Confluence supports a steadier review rhythm. Authors work in a draft, reviewers leave focused comments, then the page is published when ready. Page history has clear compare views. Smart Links connect specs to Jira so feedback becomes issues without copy and paste.

Compare Notion and Confluence for teams

Teams work differently. Product cares about specs that become tickets; design cares about whiteboards, assets, and sign off. There is no one size fits all.

Product and engineering

Notion fits teams that iterate fast. A PRD sits beside the task database; properties handle status, owners, and priority in one place. Sprint notes live on the same canvas; a note becomes a tracked item without switching tools. Inline comments keep reviews close; filtered views turn into live dashboards. For many teams the everyday choice of Notion vs Confluence hinges on this speed.

Confluence suits teams that want a formal rhythm. Draft the PRD, gather comments, publish when ready; the page tree keeps every spec in a known place. Smart Links connect to Jira so the plan and the work stay aligned. Decision logs remain visible; page history makes comparisons simple. If your stack is Atlassian first, Confluence feels natural.

Design and research

Notion keeps design context inside the doc. Design docs, research notes, and assets live as linked databases with views for status and review date. Figma or Miro embeds sit beside the write up; video plays inline. Comments turn into tasks; a simple approval property signals sign off. Stakeholders scan a gallery or open the full page; both share one source of truth.

Confluence supports a guided creative flow. Whiteboards are first class; pages hold the narrative; Figma previews refresh as files change. A project space groups research, explorations, and handoffs. Version history helps during sign off; Loom walkthroughs live in the same hub.

Marketing and GTM (briefs, calendars, assets)

Marketing teams move fast; they need one place to plan, publish, and measure.

Notion keeps briefs, calendars, and assets in one workspace. A campaign brief sits beside an editorial calendar; both pull from the same database so status and owners stay aligned. Assets live in a hub with clear properties for usage and channels; views switch from board to timeline to gallery. Comments become tasks; approvals are a checkbox and a date.

Confluence brings order to cross functional work. A space groups the brief, the calendar, and final copy; whiteboards shape the concept; published pages capture the plan. Smart Links preview files from Figma or Drive; Jira issues mirror milestones so schedules stay honest.

IT, security, and ops (policies, runbooks, audits)

Operational work needs clarity, history, and control.

Notion makes policy hubs and runbooks easy. Pages carry context; databases track ownership, review cadence, and version tags. Access is set at the page or database; private teamspaces keep sensitive work separate. Incident notes turn into action items in the same place.

Confluence gives large teams a predictable structure. Spaces hold policies, change logs, and review records; labels and page trees make navigation simple during an audit. Draft and publish states support peer review; page history provides clear comparisons. SIEM and audit log options satisfy stricter environments.

Notion compared to Confluence on governance and security

Enterprise buyers care about control, proof, and visibility; who can see what; who changed what; where data lives.

Identity and access

Notion supports SAML SSO and SCIM so accounts and groups stay in sync. You can manage access at the page or database level; private teamspaces help sensitive work stay separate. Guest access is easy to tune for partners or clients; simple sharing keeps momentum without losing control.

Confluence offers SAML SSO and SCIM through Atlassian identity. Spaces and pages have clear restrictions; groups map cleanly to teams and roles. External collaboration is available with controls that suit larger organizations; admins keep a single view of users across the Atlassian stack.

Audit, compliance, and data residency

Notion provides audit logs on enterprise plans; security teams can monitor key events and route signals to their tools. Data regions are available on higher tiers so content lives closer to your users. Certifications and standard controls satisfy most due diligence checks; buyers still confirm details with vendor docs.

Confluence includes audit logs that track changes across spaces and pages; SIEM options help centralize alerts. Data residency options and organization policies align with many enterprise standards. Compliance coverage is broad for large deployments; teams validate specifics during procurement.

Version history and retention

Notion keeps page history so you can see who changed what and when; restores are quick. Databases pair well with simple approval properties so changes move through a clear path. For long lived docs, editors can lock pages and keep a clean record over time.

Confluence shows detailed page history with easy compare views; reviewers can scan changes line by line before sign off. Draft and publish states support formal approvals; retention policies help large teams keep the record tidy.

Pricing and total cost (TCO) with real scenarios

Price is only part of the decision. Total cost includes base seats, AI usage, add ons, admin time, training, and the small frictions that slow a team. When you compare Notion and Confluence, think about the stack you already own and the tools you plan to replace.

Plan tiers and AI add ons overview

Notion:

• Free for getting started; paid tiers unlock advanced permissions, admin controls, and analytics.
• AI works in the editor where you write and plan; heavy use may require an add on or a higher plan.
• Site publishing and simple forms are possible through the ecosystem; factor those into your plan.

Confluence:

• Free for small teams; paid tiers add space level controls, advanced admin settings, and analytics.
• Rovo AI handles drafting, summaries, and answers across connected tools; usage may vary by plan.
• Marketplace apps expand diagrams, forms, and workflows; include them in your budget math.

Performance, scale, and mobile reality

Big workspaces behave differently from small ones; design for scale from the start.

Large workspaces and big databases or pages

Notion stays quick when you design databases with care. Use filtered views so people only load what they need; archive closed items into a separate table; limit heavy formulas in the main view; split a giant tracker into linked databases with relations and rollups. Long pages are fine, yet many small pages are easier to load and easier to maintain.

Confluence stays tidy when spaces have a clear purpose. Keep a clean page tree; archive old sections; rely on labels for fast filters; avoid stacking too many heavy macros on a single page. Very large attachment libraries benefit from a clear folder plan and a habit of pruning old versions.

Mobile parity and offline

Notion on mobile is useful for quick capture, light edits, and status checks. You can comment, change properties, and add simple entries on the go. Very large databases are easier to manage from a laptop; keep mobile views focused with filters and short titles.

Confluence on mobile is solid for reading, comments, and small edits. Authors can review changes and add quick notes; deeper editing is still more comfortable on a desktop. If your team travels often, set expectations for what gets done on mobile versus what waits for a desk.

Pros and cons (balanced, buyer grade)

Choosing between Notion vs Confluence is rarely about features alone; it is about trade offs your team will actually feel.

Notion — strengths, trade offs, best fit

Pros

• Flexible building blocks; pages and databases live together so notes become trackable work without extra tools
• In context AI that helps where you write; quick summaries, first drafts, action items, and simple automations in the same canvas
• Fast setup for mixed teams; templates, views, and relations handle PRDs, calendars, and asset hubs in one place
• Public sharing when needed; a page can become a lightweight site that stays tied to your source of truth
• Tool consolidation; fewer apps to maintain and fewer handoffs between writing and tracking

Cons

• Large databases need careful views and filters; heavy formulas can slow busy pages
• Governance depth improves at higher tiers; admins should plan groups, page locks, and review cadence early
• Flexible structure requires discipline; without an owner the workspace can feel messy over time

Best fit

• Startups and SMBs that want speed, flexibility, and fewer tools
• Enterprise teams that prefer live editing with simple approvals and strong search in the writing space

Confluence — strengths, trade offs, best fit

Pros

• Clear hierarchy with spaces and page trees; easy to file and easy to find for large audiences
• Review friendly writing; draft, comment, publish; detailed page history with compare views for sign off
• Deep alignment with Jira; Smart Links keep specs and issues connected without copy and paste
• Strong operator based search; filters by space, label, author, and attachment for precise results
• Marketplace depth and admin controls that match enterprise standards

Cons

• New authors face more setup; formal structure can slow early drafts
• Add ons and adjacent tools may add cost and complexity
• Less fluid for database first workflows; many teams rely on Jira for deeper tracking

Best fit

• Larger organizations that want predictable hierarchy, audits, and review steps
• Teams already standardizing on Atlassian tools

Which is better to use? Notion or Confluence?

There is no one tool for every team. The clear difference between Notion and Confluence shows up in how you plan, review, and publish work.

If your team likes to move fast, shape tools to fit the task, and keep notes, tasks, and light reporting in one canvas, Notion will feel natural. You write once, then sort the same data into views that different people can use.

If your team wants a predictable page tree, careful reviews, and deep alignment with Jira, Confluence will feel steady. You draft, you comment, you publish; the record stays tidy.

Comparing Notion and Confluence, think about who owns structure, how decisions are approved, and where AI should sit during writing. If you are asking Notion or Confluence, pick the workflow that already works for your team; the tool should match that rhythm. In many cases, it tilts to Notion for speed and consolidation, while Confluence wins for formal reviews and large Atlassian stacks.

Why Notion with Super is better than Confluence

Notion gives you a flexible workspace for writing, planning, and lightweight tracking. Super turns those pages into a polished website that is fast, clean, and easy to maintain. Together you get content and publishing in one flow; no extra CMS to learn; no messy handoffs.

1. You publish straight from Notion; Super handles the site layer with custom domains, clean navigation, and friendly SEO controls.
2. You keep a single source of truth; your team edits in Notion and the public site updates in minutes.
3. You move faster on campaigns; a brief, a landing page, and a changelog can all live in the same workspace and go live without extra steps.
4. You reduce tools; docs, knowledge, and simple sites stay in one place which saves time and training.
5. You keep options open; use Super for the public face while private pages stay private in Notion.

For many teams, this pairing beats Confluence because it blends creation and publishing without extra setup. If you want a simple path from idea to live page, Notion with Super often feels lighter, faster, and easier to keep in sync.

Chose Notion with Super for flexibility. Let Super handle the website layer so your team edits once and goes live faster.

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Frequently asked questions

What’s the key Difference between Notion and Confluence?

The main difference is style and control. Notion favors flexible building blocks you can shape; Confluence favors a clear page tree with review steps and ownership.

Notion or Confluence for documentation and PRDs?

If you want fast drafting with tasks and views in the same place, Notion feels natural. If you want formal reviews with detailed compare views and a tidy page tree, Confluence fits.

Can I keep Jira but use Notion for docs or vice versa?

Yes. Many teams write specs in Notion and track delivery in Jira; links and embeds keep context together. Teams already deep in Atlassian often keep docs in Confluence so specs and issues stay in one family.

How do AI features differ day to day in Notion vs Confluence?

Notion brings AI into the page you are editing, so summaries, drafts, and action items live beside your databases. Confluence leans on Rovo to brief you, answer questions across tools, and surface the right page or issue.

Is one cheaper for small teams in Confluence vs Notion?

Small teams often save by using Notion to replace multiple tools in one place. Larger teams that already standardize on Atlassian may find Confluence cost effective when shared identity and policies reduce admin time.

Which has the shorter learning curve in Notion and Confluence compared

Notion feels simple at first and gets powerful as you add databases and views. Confluence takes longer to set up but rewards teams that want clear hierarchy and steady review habits.

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